AI Appointment ConfirmationImplementation type: AI Outbound — appointment confirmation

AI agent confirming patient appointments across a network of diagnostic clinics

How Dobra Diagnostyka confirms over 1,500 appointments a month across 7 clinics with a Leadbot voice AI agent that calls patients itself and records every call outcome in Medfile.

3,200+

patient calls per month

1,500+

appointments confirmed per month

92%

of patients confirm during the call

7

clinics served by one agent

Challenge

Registration staff had to call patients manually before their appointments.
Seven clinics and hundreds of appointments each week meant hours of repetitive calls.
Appointments that were not cancelled left empty slots in the schedule.
Patients often did not answer the first call.
The outcome of every call had to be entered into the system manually.
Calls had to be short, polite and suited to the needs of a medical facility.

Solution

A voice AI agent integrated with Medfile calls patients with scheduled appointments every day.
It works from the current schedule of all 7 clinics, giving the appointment date, time and address.
During the call, the patient can confirm or cancel the appointment, or ask for another date.
The call outcome is added automatically to the appointment record in Medfile, together with a confirmation note.
After every call, regardless of the outcome, registration receives an email with a summary and details.
The agent recognises voicemail, and patients who call the number back reach the same agent.

Results

3,200+

calls per month

made by the AI agent instead of registration

1,555

appointments confirmed

recorded in Medfile with no staff involvement

92%

confirmation rate

among patients who made a decision during the call

129

slots per month

cancelled or rescheduled in advance and returned to the schedule

7

clinics

one agent for the schedule of every location

~25 s

average call length

short and to the point, no burden on the patient

Leadbot implemented a voice AI agent for us that calls our patients and confirms scheduled appointments. The agent uses our registration system directly, so it works from the current schedule of all our clinics. During the call, the patient can confirm or cancel the appointment, and the call outcome is added to the system without staff involvement. Registration no longer has to call patients manually before their visits and can focus on the people on site. Freed-up slots return to the schedule earlier, reducing the number of empty gaps. The Leadbot team carried out the implementation efficiently, responds quickly to our feedback and adapted the calls well to the needs of a medical facility. We recommend Leadbot as a reliable partner in automating patient service.

Sławomir Ziółkowski

President of the Management Board, Dobra Diagnostyka